Please note that as of January 1st 2021, Zoom licenses are available to all Queen's employees.
Please review the best practices listed below in advance of your Zoom session(s) to help foster a positive and successful user experience for both the teaching team and your students. Following the procedures listed here will help ensure no further action is required prior to your meeting. If you find that you need further support, or require any changes to the scheduled meeting, please email asozoom@queensu.ca with your request as soon as possible.
Although it is possible to host your own meeting in Zoom, it is highly recommended that any course-related meetings be booked through Arts and Science Online. This will ensure that support is available if needed, that no restrictions are placed on the length of your meeting and your meeting is recorded to a central location.
Zoom is a new conferencing tool adopted by ASO starting in the Summer 2018 semester. Advantages of Zoom VS previous conferencing tools include:
- an intuitive simple interface
- Platform and browser-independent; meetings can be joined via computers and mobile devices on wired and wireless connections
- Automatic cloud recording with transcript generation
- If your Zoom session uses advanced features such as polling or breakout rooms, or if you are simply not comfortable using the software, tech support can be provided (optional).
- Please indicate on the Zoom Meeting Request Form Tech support will open the meeting and be available for the entire duration of your session.
- If you or any member of the teaching team would like Zoom training, please indicate so when filling out the Zoom Meeting Request Form and a member of the ASO Zoom Team will be in touch with you to arrange a training session.
- All Zoom meetings are set to record to the Queen’s Streaming Server by default, if you would prefer that the meeting not be recorded, please indicate this information in the Zoom Meeting Request Form.
- You are familiar with the platform being used, including how to enable security and privacy safeguards. See the FAQs on Recordings Online Classes and Meetings for details on privacy settings.
- You ensure that the platform settings prevent recording on the platform by anyone other than yourself.
- You notify participants BEFORE beginning to record followed by a statement about recording the session after the recording has begun, to document the announcement.
- Only consenting participants (e.g., students, guest speakers, TAs) who have elected to take part in the class, tutorial, or meeting are captured in the recording.
- Your work area is “clean” so that nothing personal, private, or copyrighted (e.g., pictures, artwork, etc.) is visible and subject to inadvertent recording.
- If you plan to have your Zoom meeting recordings posted to onQ please indicate this in the Zoom Meeting Request Form.
- A link to the session recording can be found on your Zoom session page in onQ.
- Recordings will be edited and posted within 24 hours of the meeting date. If your meeting falls on a Friday or weekend it will posted on the following Monday. <